The problem: You're the only one who knows how half the things in your business get done. Writing it down feels like a week of work, so you never hand anything off.
What you end up with: A clear, step-by-step how-to guide (often called an SOP, or standard operating procedure) for a task, written from a recording of you doing it, ready for you to check and share with your team.
What you'll need
A screen recording or call recording of you doing the task while talking through it, with a transcript, and a place where your team keeps its docs.
Getting set up
Is how things get done stuck in your head instead of on paper? This playbook sticks to what each tool's own docs say. First, pick a tool. Dust lists turning resolved tickets into reusable internal docs as one of its uses. Lindy says it can share meetings with your team so people who weren't there still get the context. xAI says you can ask a Grok Bot to follow along as you complete a workflow once, and it saves it as a routine. Next, record yourself doing the task once, and say each step out loud as you go. Then, get a transcript of the recording. And last, have the agent turn it into a guide, then test the guide on a teammate.
Step by step
- Record yourself doing the task, narrating each step and why you do it.
- Give the agent the transcript.
- Ask it to write a numbered, step-by-step guide with a short purpose line at the top.
- Have it list anything you'll need first, like logins, files, or tools.
- Ask it to flag any step that's unclear or that you seem to have skipped.
- Read it, fix the gaps, and have a teammate try the task using only the guide.
- Save the final version where your team keeps its docs.
A prompt to start with
Try this prompt, and tweak it for your tool. "Here's a transcript of me doing [task]. Turn it into a how-to guide: a one-line purpose, what you need before starting, numbered steps written so a new team member could follow them, and common mistakes to avoid. Only use what's in the transcript. Flag any step that seems missing or unclear with [check]. Never include passwords."
What you'll get
A one-page guide with a purpose line, a what-you-need list, numbered steps, common mistakes, and flags for anything unclear.
If something goes wrong
If steps are vague, re-record and say each click or action out loud. If it skips steps, ask it to compare the guide against the transcript line by line. If the guide is too long, split the task into two guides.
Keep in mind
Never put passwords or private customer info into a guide or a recording you share. A person who knows the task should approve the guide before the team relies on it.
Sources
- Dust — official site
- Lindy — official site (features, pricing, FAQ)
- Grok Bot — official product page (xAI)
Where each fact came from
- Recommended tools · checked Oct 28, 2026 · rechecked regularly — Dust — official site
- Getting set up · checked Oct 28, 2026 · rechecked regularly — Grok Bot — official product page (xAI)
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